How to Verify Employment Eligibility

Computer technology has made it easier to verify employment eligibility among numerous applicants. Follow these steps.

Things You'll Need

• Fax machine
• Telephone
• Copy of employee identification
• Copier

Instructions

Check Employees for Job Eligibility

1. Include background check forms in your initial response to applicants. A background check allows your HR department to receive a report about a candidate's criminal record and credit. While many businesses do not need to discriminate based on criminal records, positions dealing with sensitive materials or children require a clean record.

2. Request transcripts from applicants to determine their eligibility to work in technical positions. For example, an applicant interested in working as a plumber needs current licensing and certification to gain employment. A university or technical college transcript should be original, with a watermark or other indicator of its authenticity.

3. Copy an employee's Social Security card to verify her citizenship. A Social Security number is issued to each American citizen at birth, making this piece of identification a necessity for any job seeker. Pay close attention to the authenticity of the card, and report potential fraud to your local Social Security office.

4. Require that each potential employee submit another form of state-supplied identification to supplement his Social Security card. A driver's license, passport or military ID card ensures that an applicant's name and contact information are correct. Make copies of all identification for an employee's file in human resources.

5. Contact an applicant's most recent employer to verify eligibility and confirm your own work. This employer performed similar eligibility checks for the applicant and can provide a good resource for a final review of employee records.

6. Utilize eligibility verification software to verify an employee's eligibility. Companies like Lookout Services provide software to verify the accuracy of Form I-9, the federal tax form that verifies employment eligibility for tax purposes (see Resources below).

Tips & Warnings

• Discuss all of the professional and legal requirements needed for open positions with your HR department. Vacant positions may require certification or technical degrees that need to be verified before employment. A reminder about legal benchmarks to eligibility will keep your HR professionals on task with every application.